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Job Summary

The Production Encoder is responsible for ensuring accurate and timely encoding of all production-related data, digital files, and documentation within the Production Department. This role digitizes physical files, maintains updated production records, and supports various production units by encoding JO/SO releases, raw materials inventories, alteration logs, and returns tracking. The Production Encoder works closely with the Production Development, Inventory & Quality Control Associates to maintain accurate, reliable, and organized data for operational decision-making. The ideal candidate is detail-oriented, efficient, and highly organized.

Key Responsibilities

Data Encoding & Documentation

·       Encode all Job Orders (JO) and Sample Orders (SO) into designated production sheets and databases.

·       Digitize physical documents, production files, and handwritten logs into organized digital formats.

·       Ensure all production data is updated daily and accurately reflects the current status of materials, items, or garments.

·       Maintain structured, easy-to-navigate digital filing systems for the Production Department.

Inventory & Supply Encoding

·       Encode raw materials inventory, including fabrics, trims, notions, and other supplies used for JOs and SOs.

·       Update supply usage, balance sheets, and replenishment logs in coordination with the Production Inventory & Logistics Associate.

·       Track and encode material movement from Head Office to subcontractors and vice versa.

Alterations, Repairs & Returns Monitoring

·       Maintain and update the Alteration Monitoring Sheet, ensuring all store-to-HO and HO-to-subcon items are accurately logged.

·       Encode details of returned items, repair requests, washing/outsource jobs, and completed repairs.

·       Coordinate with the Production & Quality Control Associate for accurate QC tracking of returned items.

Cross-Department Encoding Support

·       Assist the Production Inventory & Logistics Associate in encoding inventory data, mobility updates, and dispatch logs.

·       Assist the Production & Quality Control Associate in encoding QC findings, pass/fail reports, and inspection logs.

·       Support the Merchandising & Product Development Associates in encoding samples, measurements, documentation, or research data when needed.

·       Ensure encoding deadlines are met to support daily operations, weekly reviews, and monthly reporting.

General Production Support

·       Maintain the confidentiality, accuracy, and consistency of all encoded data.

·       Help the Production Department identify encoding errors, inconsistencies, or missing information.

·       Provide general administrative support to ensure smooth production workflow and data alignment across teams.

·       Perform regular data clean-ups and file audits to maintain organized and accurate records.

Qualifications

·       Senior High School graduate or Bachelor's degree in Business, IT, Fashion Merchandising, or related field.

·       Experience in data encoding, administrative support, or production operations is an advantage.

·       Strong attention to detail, accuracy, and data organization.

·       Proficient in Microsoft Excel and Google Sheets (VLOOKUP, SUMIF, filtering, sorting preferred).

·       Ability to work with multiple documents, sheets, and trackers simultaneously.

·       Good communication skills and ability to coordinate with various production team members.

·       Highly organized, systematic, and able to meet daily encoding deadlines.

·       Willingness to learn production processes and support multiple departments.